HubSpot and QuickBooks Online
From won HubSpot deal to paid QuickBooks invoice
Every deal won in HubSpot becomes a draft QuickBooks Online invoice for the same customer, and once it is paid the deal moves to a stage you pick, so sales knows without asking accounts.
- A draft you check and send
- Optional Paid stage in HubSpot
- Official sign in for both
Deal in HubSpotRoof repair$4,800Contract sent
Invoice in QuickBooks OnlineMia Torres$4,800Draft- Deal in HubSpotRoof repair$4,800Closed won
Every step runs on its own, on each sync.
How it works
From the first contact to a paid invoice
What happens on every sync, and where your team takes over.
- 1In HubSpot
Your customers stay the same in both
- Contacts go from HubSpot into QuickBooks Online, or both ways if you like, so a won deal's invoice finds its customer.
- 2In QuickBooks Online
Quotes go out, the deal follows
- Optional. A QuickBooks estimate that is sent opens a HubSpot deal named after it; accepted moves it to won, declined or expired to lost.
- Or keep quotes in HubSpot: HubSpot quotes and QuickBooks estimates sync both ways.
- A deal that came from an estimate is never invoiced again: QuickBooks turns the estimate into the invoice itself.
- 3In HubSpot
The deal is won
- A draft invoice is created in QuickBooks Online for the same customer, dated the day the deal was won, with one line named after the deal for the deal amount.
- Nothing reaches your customer until you send it from QuickBooks.
- 4In QuickBooks Online
The invoice is paid
- The HubSpot deal moves to the won stage you picked, for example Paid.
- The contact moves to lifecycle stage Customer once it has a fully paid invoice.
Ready when you are
Create this setup in one click
This button sets up the integration for you in CRM Connector, with everything on this page already chosen. All that is left is connecting your two systems and pressing start.
Filled in for you
- Contacts, HubSpot into QuickBooks Online
- Won deals become draft invoices
- The setup opens, filled inHubSpot and QuickBooks Online are chosen and the record types below are ticked, exactly as on this page.
- No account yet? No problemSign in or create an account first, and you land straight back in this setup afterwards.
- You connect and checkSign in to both systems, look over the fields and filters, and change anything you like. Nothing syncs until you press Start syncing.
Set it up your way
Your choice, your rules
Pick the one that fits how you invoice today.
Two ways to handle invoices
- For teams that sell in HubSpot and invoice from QuickBooks.
- Every won deal becomes a draft invoice; a paid invoice can move the deal to a Paid stage.
Between the same two connections you use one of the two: both together would bill the same sale twice, so the setup refuses it.
What you decide
From which date
Only deals won on or after the date you pick become invoices (60 days back by default). Older deals never do.
From which amount
Optionally only deals worth at least an amount you set, compared in the deal's own currency.
Which contacts
Optionally only HubSpot contacts in the lifecycle stages you tick start to sync, for example customers and opportunities.
The Paid stage
Off until you pick one of your won deal stages. A deal moves there once, only while it is won, and never leaves it. A part paid invoice moves nothing.
Also works with
Not on QuickBooks Online?
The same flow, from won deal to paid invoice, works with these accounting systems.
FAQ
Questions about this setup?
Every answer below is true for the app as it runs today. If something is not covered, ask us and we will answer in plain words.
Get started
Set it up in about five minutesEvery plan starts with a 7 day free trial
The setup opens with HubSpot and QuickBooks Online and every record type on this page filled in. Connect both systems, check it, and watch the first sync run.